Huntersville Youth Athletic Association Bylaws & General Rules Effective December 17, 2010
PROPOSED – SUBJECT TO MEMBER RATIFICATION
ARTICLE I – NAME
The organization shall be known as: Huntersville Youth Athletic Association hereinafter referred to as the “HYAA”.
ARTICLE II – STATEMENT OF POLICY
Section 1 – It shall be the policy of the HYAA so to conduct its activities that the physical and moral welfare of the young people for whose benefit it is organized shall remain paramount and all matters of policy shall be determined on that basis.
Section 2 – No person who is a member of or who is employed by or who is in any way connected with the HYAA shall receive any personal financial benefit therefore beyond reasonable value of the services in carrying out the purpose for which the HYAA has been organized.
Section 3 – In order to secure suitable and adequate financial backing to carry out the purpose of the HYAA, it shall be the policy of the HYAA to permit only such sponsorship as is consistent with the purpose for which the HYAA is organized and to select sponsors who are interested in HYAA solely or principally as a mean of contributing to the welfare of young people.
Section 4 – It shall be the policy of the HYAA to prohibit any direct advertising of alcoholic beverages or tobacco products in connection with the HYAA or any of its programs.
ARTICLE III – PURPOSE & PHILOSPHY
Section 1 – The purpose of the HYAA shall be to organize and supervise the playing of youth recreational sports including baseball, softball and basketball under specialized rules and regulations, to secure suitable and adequate financial backing for these purposes, and to own, lease or otherwise provide suitable playing facilities and equipment for these purposes.
Section 2 – The purpose of the HYAA is to provide the opportunity for boys and girls between the ages of five (5) and sixteen (16) the opportunity to play organized youth sports.
Section 3 – HYAA Goals: A. To teach the fundamentals of sports at each league skill level. B. To teach good sportsmanship, positive attitude, fairness and team values. C. To provide the best possible fields and atmosphere for everyone. D. To provide the best possible coaches and assistant coaches. E. To have fun.
Section 4 – HYAA believes there are two broad approaches to youth sport that being competitive and recreational. HYAA affirms it is a recreational program where all youth regardless of ability or skill level are welcome to participate. Should HYAA choose to offer competitive teams it will do so under the premise that the recreational program shall take priority and not be inconvenienced by the existence or operation of a competitive teams or leagues.
Section 5 – HYAA believes that parity amongst teams is paramount to a recreational philosophy and as such will do everything in its power to ensure that the procedures of team formation are with team parity as the overwhelming concern.
ARTICLE IV – MEMBERSHIP & GOVERNANCE
Section 1 –Membership includes exclusively parents or legal guardians of any child registered in a HYAA program. Membership shall begin at registration and shall expire twelve calendar months thereafter unless renewed by subsequent registration. Any Member of HYAA shall be eligible to serve as a Board of Director until his/her term has expired or until their Membership is terminated.
Section 2 – HYAA shall be governed and controlled by a Board of Directors. The Board of Directors shall meet on a regular basis, but not less than semi-annually at such time and place determined by the President. Special meetings of the Board may be called by the President, or by the Secretary, upon receipt of the written request of at least three members of the Board of Directors.
Section 3 – The Board of Directors shall have the authority to suspend, discharge or otherwise discipline any member, manager, coach, player or other person whose conduct is considered detrimental to the best interest of the HYAA.
Section 4 – Any adult (persons 18 years of age or older) who is suspended, removed or otherwise disciplined by the Board of Directors shall have the right to appeal such action before a majority of the members of the Board of Directors at a regular or special meeting called for that purpose.
Section 5 – Each member of the Board of Directors must be a Member of HYAA as defined by
Article IV, Section 1.
ARTICLE V – THE FINANCIAL POLICY
Section 1 – The Board of Directors shall decide all matters pertaining to the finances of the Association except the polices established by these bylaws, bearing the responsibility to conduct the financial affairs of the League in a sound business-like manner.
Section 2 – HYAA shall develop procedures to ensure that the funds of the Association are wisely spent. HYAA will strive to use local vendors, but shall not pay a rate more than 5% premium of the rate it could pay from non-local sources. In all purchases in excess of $5000, HYAA shall obtain three competing bids and maintain documentation of the bids for examination by any Member for a period not less than 12 calendar months. All purchases in excess of $2000 shall require a simple majority approval of the Board of Directors.
Section 3 – To equalize the benefits of the HYAA for all participating teams, solicitation of funds shall be for the general or specific purposes of HYAA and contributions to individuals or teams shall be discouraged.
Section 4 – The Board of Directors shall institute policy relative to the preparation and acceptance of an annual budget, and periodic and annual audit of the books of the HYAA.
Section 5 – To preserve and enhance the reputation of HYAA, vendors shall be paid on terms no greater than 45 days from receipt of invoice provided proof of receipt and approval is timely obtained.
Section 6 – As an internal control, the records of HYAA shall be reviewed by a qualified person or persons appointed by the President of HYAA as an independent review of HYAA’s books, records and financial policies and procedures. The review shall be conducted during the month of November with report of findings and recommendations due the Board of Directors by the end of the calendar year.
Section 7 – HYAA as a function of the organization shall conduct fund raising activities for the general purposes or specific purposes of HYAA as determined by the Board of Directors. With prior approval of the Board of Directors, the Athletic Directors may conduct fundraising activities for specific purposes of the league (for example Basketball). Any such funds raised shall be segregated and made available for the stated purpose of the fund raiser.
Section 8 - Conflict of Interest – for purposes of this bylaw, “Conflict of Interest” shall mean any situation where a person has a competing financial interest as a investor, vendor, provider or supplier of services, equipment, uniforms, supplies or facilities needed for HYAA to conduct its purpose. It is the policy of HYAA that all business transactions will be arms-length transactions in accordance with the Financial Policy of HYAA. Furthermore, HYAA is permitted and encouraged to do business with vendors in our local community including Members of HYAA. In the event that a vendor, supplier or provider is a Member of HYAA but not member of the Board of Directors or has no other undue influence on the Board of Directors collectively or individually, any transactions between HYAA and Member are not deemed to be a Conflict of Interest. In the event that a Conflict of Interest exists or could be perceived to exist, the Board of Directors shall review and approve any transactions regardless of amount provided that individuals with a potential conflict of interest abstain from debate and vote in the matter.
ARTICLE VI – DUTIES OF OFFICERS
Section 1 – The President shall preside at all meetings of the HYAA Membership and at all meetings of the Board of Directors, shall serve as the Chief Executive Officer of the HYAA, shall be an ex-officio member of all standing and special committees, and shall perform such other duties as are normally associated with the office of President.
Section 2 – The Vice President shall perform such duties as may be assigned by the President, shall otherwise assist the President in the performance of the President’s duties, and shall preside at meetings in the absence of the President. In addition, the Vice President will serve as the primary representative of the Board of Directors and will assist the Athletic Directors to develop and adhere to season budgets and HYAA policies and procedures, and will review and approve Volunteers nominated by the Athletic Directors to serve as Commishiners, Coaches and Head Coaches. The Vice President will ensure that all Head Coaches have completed criminal and sexual background checks with results satisfactory to the Board and to the standards of common sense in protection of the youth we serve.
Section 3 – The Secretary shall have custody of the By-Laws, and all other records of the HYAA, shall keep an accurate record of the meeting and other activities of the League and of the Board of Directors, shall be responsible for all correspondence on behalf of the HYAA, and shall transmit all records and correspondence to any person elected to succeed him of her in that office.
Section 4 – The Treasurer shall receive and disburse all funds with the approval of the Board of Directors, shall keep an accurate account of all funds received and disbursed for the HYAA, shall submit a financial report at all regular meetings and at such times as may be requested by the President, shall compile an annual report of HYAA finances, shall provide the books of the HYAA and other documentation as requested for the annual audit, and shall transmit all financial records to any person elected to succeed him or her in that office.
Section 5 – The Athletic Directors shall supervise the registration of participants, skills assessment sessions and distribution of players among HYAA teams, and shall maintain any listing of eligible players not assigned to teams who may be available as replacement players.
ARTICLE VII – SPECIAL COMMITTEES
Section 1 – Special Committees may be appointed by the President for such special purposes as deemed necessary. Committee duties and responsibilities are to be outlined at the time of the appointment and such committees shall be dissolved at the annual meeting following appointment, but may be reappointed at any time following the annual meeting.
ARTICLE VIII – ROBERTS RULES
Section 1 – The rules contained in the most current edition of “Roberts Rules of Order” shall govern HYAA meeting and meetings of the Board of Directors and HYAA Committees in all cases in which they are applicable and not inconsistent with these By-Laws and any special rules of order the HYAA shall adopt.
ARTICLE IX – AMENDMENTS
Section 1 – These By-Laws may be amended by majority vote of the HYAA membership at the annual meeting or a special meeting of the membership called for that purpose provided notification for special meetings for this purpose are provided to the membership at least 10 days in advance of the date of such meeting.
ARTICLE X – MEETINGS, VOTING, FINANCIAL REPORTING
Section 1 – The membership of the HYAA shall hold an annual meeting at such place and time as shall be determined by the Board of Directors. Notice of time and place of such annual meeting shall be made known to the membership of the HYAA through publication and/or individual mailings, not less than 10 days prior to the date of the meeting.
Section 2 – Special meetings of the HYAA membership may be called by the President, or by majority vote of the Board of Directors, or upon written request to the Secretary by not less than 15 members of the HYAA. Notice of time and place of special meetings of the HYAA membership shall be made known to the membership of the HYAA not less than five days prior to the date of the meeting.
Section 3 – HYAA will publish financial statements to the Members not less than annually.
Section 4 – For all Member votes, a ballot system, whereby the entire membership has the opportunity to vote, shall be used providing for a responsible time of response and mechanisms and controls to ensure the votes are accurately summarized. For the election of officers, the results must be determined by individuals not subject to election.
ARTICLE XI – ELECTION & APPOINTMENT OF OFFICERS
Section 1 – The positions of President, Vice President, Secretary and Treasurer (“Elected Officers”) are to be elected by the Membership. The positions of Athletic Directors (Director of Baseball, Director of Softball, Director of Boys Basketball and Director of Girls Basketball) are appointed by the Elected Officers.
Section 2 – Forty five days from the end of the calendar year end, notice shall be sent to all Members of any Elected Officer positions to be available by means of expired term or resignation. Any Member shall have the opportunity to be added to the ballot for election by the Members.
Section 3 – The term of office for all board memebers shall be two years. Board members ONLY may serve up to three terms before a re-election. Athletic director's have a term of two years then a re-election must take place.
Section 4 – All Board members shall be eligible for reelection, except that no person shall serve in the same office for more than three consecutive terms.
Section 5 – In the event of the death, resignation, or inability to perform the duties of office for any reason, of an Elected Officer, the Board of Directors, by majority vote of the entire board, shall be empowered to select a replacement for such Elected Officer, who shall serve until the following annual meeting.
Section 6 – On the expiration of the term of an Athletic Director, the Board of Directors shall be responsible for selecting a successor. The Athletic Director must be a Member of HYAA
Section 7 – The Board of Directors may remove a Board member by majority vote, and appoint a Member to serve until end of the calendar year until which time the position shall be considered open and available for election. These bylaws do not describe the circumstances for removal and instead provide for the good judgment of the Board of Directors to act in the best interest of HYAA .
ARTICLE XII – MATTERS CONCERNING CONDUCT
Section 1 – The head coach is responsible for the conduct of his/her coaching staff, players, parents and spectators.
Section 2 – No profanity or improper language will be allowed at any game or practice.
Section 3 – The umpires/referee have full authority to eject any player, coach, assistant coach, parent or spectator regarding their behavior during the game. The umpire/referee may or may not offer one warning depending upon the severity of the behavior.
Section 4 – Any player, coach, assistant coach, parent or spectator who is ejected from a game, for any reason, will also receive an automatic one game suspension in addition to the game that the ejection occurred and will be banned from the ballpark, gym while their team’s game is in play. A second ejection may be subject to additional penalties as determined by the HYAA President or Athletic Director. The HYAA Board of Directors reserves the right to review and if deemed appropriate to overrule the automatic one game suspension if felt the decision of the umpire or referee to eject the person was in error.
Section 5 – Any player, coach, assistant coach, parent or spectator exhibiting inappropriate behavior are subject to ejection and suspension.
Section 6 – The Board of Directors shall have the authority to suspend, discharge or otherwise discipline any player, manager, coach, umpire, league officer or any other person whose conduct is in violation of the rules and regulations of HYAA and/or is considered detrimental to the best interest of the league or is considered to be a general nuisance to the conduct of HYAA’s purpose.
Section 7 – Violations of conduct rules include (but are not limited to) the following:
• Fighting • Foul language • Derogatory remarks made to umpires, coaches of League officials • Improper decorum in the dugouts or on the fields • Cheating or fraud of any kind • Destruction of league or town property • Continued use of improper equipment or wearing of an improper uniform after being warned • Malicious conduct of any kind
Section 8 – The Board of Directors may impose one of the following, which in their opinion appears to match the severity of the offense and in consideration of the past actions of the offending person:
First Warning: This may be a verbal warning or a written warning
Second Warning: This will be a written warning and the person will be advised that he/she may be suspended, dismissed, or barred if it happens again.
Suspended: The person is to be advised in writing that he/she has been suspended from all league activity for a specific number of games or days.
Dismissal: The person is to be advised in writing that he/she has been dismissed from the league for the remainder of the current season.
Barred: The person is to be advised in writing that he/she has been barred from present and future participation in the league for a specific number of years or permanently.
Section 9 – Persons subject to such discipline shall have the right to a hearing at a special Board of Directors meeting before such discipline is imposed. If the discipline procedures involves a player or any other person under the age of eighteen, that person’s parents shall be invited to attend the hearing with the person concerned.
Section 10 – The Secretary shall document and keep permanent record of violations and Board actions for future review and reference.